Furlough Information

Introduction

As most DOM faculty and staff are aware, the Governor of the State of Wisconsin ordered State employees (which includes DOM faculty and staff) to take 8 days (pro-rated for part-time and part-year employees) of unpaid furlough time per year for the next two fiscal years (July 1, 2009 thru June 30, 2010 and July 1, 2010 thru June 30, 2011). On July 13, 2009, most DOM faculty and staff received an e-mail from UW-Madison Human Resources detailing how the furlough policy would apply directly to their situation. Since that time, DOM Administration and Human Resources have received numerous questions regarding furlough policies and procedures. This document is an attempt to answer some of those questions. It should be noted, however, that the furlough process is a new process and, as such, is subject to change at any time.

Basic Furlough Information According to Group/Title

UW-Madison has designated 17 different groupings of employees for furlough purposes. These groups were determined based on title. If you have more than one position or title with the UW and/or DOM, it may be possible for you to be in two different groups. Different groups may have differing furlough time off (FTO) procedures and reporting requirements. Please see the information below specific to your group:

Group 1: Unclassified - Faculty, Instructional Academic Staff, and Physicians:

  • DOM titles include: Assistant Professor including Clinical and CHS, Associate Professor including Clinical and CHS, Professor including Clinical and CHS, and Instructor.
  • Your UW base pay was decreased by 3.065% beginning with the check paid on 8/1/09.
  • You need to report 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) for the next two fiscal years.
  • You may only report up to a maximum of 8 hours of furlough per week. FTO may be reported in a minimum of four hour blocks (for full time faculty) and may be used to substitute for sick leave, vacation, or other paid leave time or unpaid medical leave.
  • FTO should be reported on the monthly yellow leave report form that is sent to you by the campus. If you do not get a yellow leave form (because your appointment is less than 25% time), you will be send an ivory furlough leave form, which you only need to turn in the months that you take FTO.
  • Your group is not required to report hours worked, even in the months in which furlough is taken.
  • The same process you use to schedule vacation should be used to schedule your FTO.

Group 2: Classified Non-exempt (hourly) both represented (by WSEU) and non-represented:

  • DOM titles include: Financial Specialist, University Services Program Associate, University Services Associate, Human Resources Assistant, Payroll and Benefits Specialist, Medical Program Assistant, Micro Lab Tech and LPN.
  • Your bi-weekly pay will be reduced 3.188% for fiscal year 2009/10 and by 3.065% in fiscal year 2010/11.
  • You may take FTO in minimum two-hour increments (pro-rated for part-time), may not take more than 8 FTO hours per week, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) for the next two fiscal years. FTO may be used to substitute for sick leave, vacation, or other paid leave time or unpaid medical leave.
  • You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. Violation of this prohibition may result in disciplinary action.
  • The same process you use to schedule vacation should be used to schedule your FTO.
  • The addition of FTO hours will not result in generating overtime the week FTO is used (e.g., an employee works 35 hours and uses 8 FTO hours during the week, he/she would be paid straight time for 43 hours.)
  • There is a column to record FTO on the new non-exempt timesheet. This timesheet may be found on the DOM web site at http://www2.medicine.wisc.edu/home/files/Classified%20Timesheet-Furlough%20hourly%20072409.xls

Group 3: Unclassified - Academic Staff, Limited Appointees and Employees-in-training:

  • DOM titles include: Academic Program Director, Associate Dean, Researcher, Scientist, Director, Outreach Program Manager, Research Program Manager, Administrative Program Specialist, Clinical Dietitian, Genetic Counselor, Clinical Nurse Specialist, Clinical Social Worker, Health Technologist, Data Base Administrator, Information Processing Consultant, Instructional Specialist, Outreach Specialist, Psychologist, Research Specialist, Student Services Coordinator, Research Associate, and Research Intern. Please note: Post Doctoral Fellows and Post Doctoral Trainees are not in this group and are not eligible for FTO.
  • Your monthly pay check will only be reduced when you take FTO. Because of the timing of the payroll and FTO reporting, there is a one-month delay in the payroll deduction.
  • You may take FTO in minimum two-hour increments, may not take more than 8 FTO hours per week, must use 8 hours (if full time, pro-rated for part-time) in the week you use FTO, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) for the next two fiscal years.
  • For the weeks in which you use FTO, you will be considered hourly and will need to report actual total hours worked each day. It is very important that your combined FTO time and work time not be greater than 40 hours for full time (pro-rated for part-time) or your FTO will be voided and have to be used at a later date. You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. Violation of this prohibition may result in disciplinary action. FTO may be used to substitute for sick leave, vacation, or other paid leave time or unpaid medical leave.
  • There is a new Furlough Time Report (ivory form) to be used to record your time. You do not need to turn in this form if you have not used any FTO for that month. This form will be sent in advance and the reporting will be in the current month
  • The same process you use to schedule vacation should be used to schedule your FTO.

Group 4: Classified Exempt, non-represented:

  • DOM titles include: Financial Specialist Program Supervisor, University Business Specialist Supervisor, Program Assistant Supervisor, and Human Resources Manager.
  • Your bi-weekly pay will only be reduced when you take FTO. You may take FTO in minimum two-hour increments, may not take more than 8 FTO hours per week, must use 8 hours (if full time, pro-rated for part-time) in the week you use FTO, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) for the next two fiscal years.
  • For the weeks in which you use FTO, you will be considered hourly and will need to report actual total hours worked each day. It is very important that your combined FTO time and work time not be greater than 40 hours for full time (pro-rated for part-time) or your FTO will be voided and have to be used at a later date. You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. Violation of this prohibition may result in disciplinary action. FTO may be used to substitute for sick leave, vacation, or other paid leave time or unpaid medical leave.
  • There is a column to record FTO on the new exempt timesheet which may be found on the DOM website at http://www2.medicine.wisc.edu/home/files/classified%20exempt%20timesheet%20072409.xls
  • The same process you use to schedule vacation should be used to schedule your FTO.

Group 5: Not applicable to DOM

Group 6: Classified and Unclassified employees on H-1B or E-3 Visas

Classified and unclassified employees on H-1B or E-3 visas will not be subject to the furlough program because to do so would violate the terms of the Labor Condition Application the University submitted to the U.S. Department of Labor. As a result, you will not be required to take any FTO days/FTO salary decrease. You will, however, need to use vacation time or make suitable arrangements with your supervisor for days designated as furlough when your work unit is closed.

Groups 7, 8, 10, 11, 13, 14, 15, 16 and 17: - not applicable at DOM.

Group 9: Classified Limited Term Employees (LTE)

The number of hours worked over the course of a year should be reduced by 3.065% for a maximum of 1011 hours per year

Group 12: WPEC Represented Exempt Classified:

  • DOM titles include: Accountant-Journey.
  • Your bi-weekly pay will only be reduced when you take FTO. You may take FTO in minimum two-hour increments, may not take more than 10 FTO hours per week, must use 8 hours (if full time, pro-rated for part-time) in the week you use FTO, and must use 8 furlough days each fiscal year (pro-rated for less than full time or less than a full year employment) for the next two fiscal years.
  • For the weeks in which you use FTO, you will be considered hourly and will need to report actual total hours worked each day. It is very important that your combined FTO time and work time not be greater than 40 hours for full time (pro-rated for part-time) or your FTO will be voided and have to be used at a later date. You may not do any work while on FTO; this includes checking voice mail and email, taking work-related phone calls, etc. All such work is prohibited because it negates FTO. Violation of this prohibition may result in disciplinary action. FTO may be used to substitute for sick leave, vacation, or other paid leave time or unpaid medical leave.
  • There is a column to record FTO on the new exempt timesheet which may be found on the DOM website at http://www2.medicine.wisc.edu/home/files/classified%20exempt%20timesheet%20072409.xls
  • The same process you use to schedule vacation should be used to schedule your FTO.

DOM Frequently Asked Questions

Other questions and answers may be found on the UW System website at: http://budget.wisc.edu/docs/faq-furloughs.pdf

Who To Contact For More Information

If you have questions regarding furlough procedures, please send an email to HR@medicine.wisc.edu, contact your Division Administrator, Human Resources Representative or Terri Peck, DOM Human Resources Manager at 263-7130 or tmpeck@medicine.wisc.edu.